Common use of Procedures for Reimbursement Clause in Contracts

Procedures for Reimbursement. Fed- eral agencies performing work under a mission assignment will submit re- quests for reimbursement, as follows: (1) Federal agencies may submit re- quests for reimbursement of amounts greater than $1,000 at any time. Re- quests for lesser amounts may be sub- mitted only quarterly. An agency shall submit a final accounting of expendi- tures after completion of the agency’s work under each directive for assist- ance. The time limit and method for submission of reimbursement requests will be stipulated in the mission as- signment letter. (2) An agency shall document its re- quest for reimbursement with specific details on personnel services, travel, and all other expenses by object class as specified in OMB Circular A–12 and by any other subobject class used in the agency’s accounting system. Where contracts constitute a significant por- tion of the ▇▇▇▇▇▇▇▇, the agency shall provide a listing of individual con- tracts and their associated costs. (3) Reimbursement requests shall cite the specific mission assignment under which the work was performed, and the major disaster or emergency identifica- tion number. Requests for reimburse- ment of costs incurred under more than one mission assignment may not be combined for billing purposes. (4) Unless otherwise agreed, an agen- cy shall direct all requests for ▇▇▇▇- bursement to the Regional Director of the region in which the costs were in- curred. (5) A Federal agency requesting ▇▇▇▇- bursement shall retain all financial records, supporting documents, statis- tical records, and other records perti- nent to the provision of services or use of resources by that agency. These ma- terials shall be accessible to duly au- thorized representatives of FEMA and the U.S. Comptroller General, for the purpose of making audits, excerpts, and transcripts, for a period of 3 years starting from the date of submission of the final billing.